Event Planning Guide

Important Guidelines

All sales, fundraisers, raffles, etc. need to be approved through CSA. It is best practice to report other, non-fundraiser, events at CSA Full Board meetings for publicity and to ensure that other groups will not schedule events at the same date and time.

All events MUST be posted in your club's page on Campus Groups. Click here for a how-to-guide.

When working with other departments (Dining Services, Print Services, Facilities, etc.) it is disrespectful and unprofessional to request their help and/or service without proper notice. Giving yourself ample planning time will help to maintain good relationships with departments and entities both on- and off-campus.

Tips & Tricks

Use Timelines and Plan Backwards
Example: if you want decorations, what do you need to make that happen?
Example: if the date of your event is April 15 when does the catering order need to be in, when should posters be up?

Anticipate Needs
Example: dietary restrictions, accessibility, parking, water, restrooms, electricity, signage, supplies needed such as tape or pens

Leverage Resources
Delegate, delegate, delegate! It is a student group, not a dictatorship. Involve a committee and/or other group members, and assign/select responsibilities

Basic Instructions

Choosing a Date and Time

View the Master Planning Calendar to make sure that you're not planning on a date and time when another event is already happening

  • Keep in mind, this calendar is for internal use only. It does not reserve rooms or include your event in campus advertising. Its sole purpose is to ensure groups and departments are not planning events that conflict with each other. CSA does our best to update the calendar with club events as they are reported at Full Board Meetings.
  • To maximize attendance, try to avoid dates when students are most likely to be out of town for long weekends, holidays, hunting opener, etc. as well as evening events around midterms and finals

Location

  • On-campus spaces can be reserved through 25 Live
  • Click here for a how-to guide on reserving spaces
  • Spaces can be reserved up to 1 year in advance
  • Recommended time frame for requests is at least 30 days in advance
  • Classrooms cannot be reserved until all classes for that semester have been scheduled
  • Consider if you will need chairs and/or tables (can be requested through Facilities)
  • Can also request specific room setups (stages, etc.)
  • Our facilities staff sets up the space and breaks it down again (tables/chairs, etc.)
  • You are responsible for any items you bring in are removed at the end of the event
  • Space should be returned to its original setup, should be tidy and in good condition

Tech Needs

  • Consider the events A/V and technology needs
  • These needs should also be considered when determining the best location for the event
  • This may include microphones, podiums, speakers, displays, or any other audio/visual equipment
  • Contacts: John Normandin (jnorm@crk.umn.edu) and James Pogatshnik (jpogatsh@crk.umn.edu)

Food & Beverages

  • Consider if you will want to serve food/beverages at the event
  • This may impact the location (example: food in general purpose classrooms requires permission)
  • University Food Service is to provide catering for campus events
  • For events of 25 people or more, all food needs to be ordered through UMC dining services unless given special permission by the Director of Dining Services, Amy Arndt
  • Food/Beverage requests can be submitted through the online catering system at https://umncrookston.catertrax.com/ or via email
  • Contact: Amy Arndt (amanda.rudstrom@sodexo.com)

Advertising

Consider how you will advertise your event to students. Be sure to start advertising well before your event to allow people time to plan to attend.

REQUIRED FIRST STEP: Create your event in Campus Groups. Click here for a how-to-guide

Designing Materials

  • CSA pays for a Canva Pro account for clubs and orgs to use to create posters and social media content. Groups may lose access if they do not adhere to the guidelines listed below.
  • The account is for CLUB AND ORGANIZATION USE ONLY. It absolutely cannot be used for personal or class use.
  • All projects must be put into your group's folder. Please ensure that all projects remain properly organized.
  • All projects MUST be approved by University Relations (urumc@crk.umn.edu) prior to printing, displaying, or posting anywhere.
  • University Relations can also help with designing advertising materials

Printing Posters
Judy in Printing Services can print posters, flyers, programs, and much more
Be mindful of the size of materials when considering where you intend to put them up
Allow at least one week for materials to be printed (for higher volume projects, more notice is encouraged)
To print, email Judy Baatz (baatz.crk.umn.edu) with the following information:

  • Size (8.5x11" is a standard piece of letter paper)
  • Quantity
  • In color or black-and-white
  • Double or single-sided
  • Any special instructions (on cardstock, different colored paper, etc.)
  • Attach file (pdf preferrred)

Posting Policy
Publications, including posters, flyers and signs, must be posted in a way that makes them easy to remove and does not cause damage to or deface the surfaces to which they are attached.

  • Materials may not be posted with paste, glues, adhesive backing, or other similar means.
  • The use of staples, push pins, and masking tape is permissible, where usage does not create damage.
  • Violators may be billed for the costs of clean-up or repairs resulting from inappropriate posting or use of adhesives and/or lose posting privileges.

Posters are not allowed on entry doors or any outside areas
Postings will be limited to one item per event per bulletin board.
Excessive postings and postings in non-designated areas are subject to removal.
Table teasers/looseleaf posters are prohibited, and will be promptly removed.
All posters must be removed by the sponsoring group when the activity/event is completed